For Wedding & Event Planners
Fifteen vendors. One wedding.
Every contract organized.
Every event generates a flood of vendor contracts, client documents, timelines, and invoices — most arriving via email. The Drive AI organizes everything per-event, per-vendor, automatically. No end-of-day filing sessions.
The reality
Sound familiar?
Event planning is project management with a hard deadline and zero room for error. When you are coordinating 15 vendors, 3 active weddings, and a corporate event simultaneously, file management is the first thing that falls apart.
Vendor contracts arrive via email over months
The florist emails their contract in March. The photographer sends theirs in April. The venue sends an updated agreement in May. By the wedding day, you have 15 contracts scattered across 15 email threads with no central location.
Multiple events running simultaneously
You are managing the Johnson wedding, the Smith anniversary, and a corporate gala at the same time. Each has its own vendor list, its own contracts, its own timeline. Mixing up documents between events is a real risk.
Client documents are disorganized
The bride sends inspiration photos in iMessage. The groom emails the guest list. The mother-of-the-bride texts the seating chart. The couple fills out a questionnaire via Google Forms. Nothing is in one place.
Invoices and payments are hard to track
Each vendor has different payment terms, different deposit amounts, different due dates. Invoices arrive by email and get buried. Missing a payment deadline can lose a vendor.
Post-event files need archiving
After the event, you need to archive everything — contracts, final invoices, photos, feedback — in case a client comes back or for your portfolio. This archiving step never happens because you are already onto the next event.
How it works
Set it once, forget it forever
What if every vendor contract, client document, invoice, and timeline — from every email, every upload — automatically landed in the right event folder, under the right vendor, with a clear name? No filing sessions. No searching for the florist's contract. Just organized events from first inquiry to final archive.
Per-event auto-organization
The AI reads each file and routes it to the correct event folder. A contract mentioning "Johnson Wedding - June 15" goes to Events/Johnson-Wedding/Contracts/. No manual sorting.
Vendor documents grouped automatically
Within each event, files are organized by vendor — photographer, florist, caterer, venue, DJ. A contract from "Bloom Florals" goes to Events/Johnson-Wedding/Vendors/Bloom-Florals/Contract.pdf.
Email attachments from vendors captured
Connect your email. Every attachment from vendor email addresses is captured, classified by event and vendor, and filed. No more searching email threads for the caterer's invoice.
E-signatures built in
Send vendor contracts for signature directly from your workspace. Send client agreements for signing. Signed copies auto-file back into the correct event folder.
File requests for client materials
Send a file request link to clients: "Upload your guest list, venue preferences, and inspiration photos." Uploaded files auto-organize into the client's event folder.
Automatic archiving after the event
When an event is complete, the entire folder — contracts, invoices, photos, timeline, correspondence — is already organized. Archive-ready without any additional work.
In practice
Tell it what you want. It handles the rest.
You say
"Organize by event name, then by category: Contracts, Invoices, Vendor Info, Client Materials, Timeline, Photos. Within Contracts and Invoices, organize by vendor name."
It does
A contract from Bloom Florals for the Johnson wedding becomes Events/Johnson-Wedding-June-2026/Contracts/Bloom-Florals-Contract.pdf. An invoice from the caterer becomes Events/Johnson-Wedding-June-2026/Invoices/Savory-Catering-Invoice-Final.pdf.
You say
"Find all outstanding invoices across all active events"
It does
Searches across every event folder and returns all documents classified as invoices, organized by event and vendor — helping you track what has been paid and what is pending.
You say
"Send this venue contract to the Johnsons for signature"
It does
Creates a signature request, sends it to the clients. When signed, the completed contract auto-files into Events/Johnson-Wedding/Contracts/Signed/.
“I plan 40 weddings a year. That is 600+ vendor contracts, hundreds of invoices, and thousands of client files. Before The Drive AI, I spent every Sunday evening filing. Now I spend it with my family. Everything organizes itself as it comes in.”
Danielle R. — Wedding planner, 8 years
FAQ
Common questions
Can it handle 10+ active events at once?
Yes. Each event gets its own folder structure. The AI distinguishes between events based on file content — client names, venue names, event dates. Files never get mixed between events.
What if a vendor works on multiple events?
The AI reads the content of each document to determine which event it belongs to. A contract from the same photographer for two different weddings is routed to the correct event folder based on the client name and event date in the document.
Can my assistant also access and upload files?
Yes. Add team members with appropriate access. Files they upload follow the same auto-organization rules. The system stays consistent regardless of who contributes.
Does it work with vendor management tools I already use?
The Drive AI organizes the documents those tools generate — contracts, invoices, proposals. It complements tools like HoneyBook or Aisle Planner by organizing the actual files, not replacing the workflow management.
Can clients upload their own files?
Yes. Send a file request link. Clients upload guest lists, inspiration photos, venue preferences — everything auto-organizes into their event folder. No back-and-forth emails.
Every event. Every vendor. Every document in its place.
Vendor contracts, client files, and invoices — auto-organized per event. No more Sunday evening filing sessions.
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